Scheme overview

About the scheme

General information

The ITS 2573 Operational Telecommunications Equipment, Infrastructure and Services Prequalification Scheme has been established as part of the NSW Government’s procurement reforms, which aim to simplify contracts and tenders and improve opportunities for small to medium enterprises (SMEs) to do business with the NSW Government.

Scheme structure

The ITS 2573 Scheme offers two supplier lists according to contract value and risk:

Scheme management

The scheme is administered by a scheme manager with responsibility for managing the panel categories, supporting customers in the sourcing process and running the supplier performance management system as well as other general management tasks.

The operation of the scheme is overseen by a scheme committee with membership from across various government agencies. The scheme committee is responsible for:

governance of the scheme

evaluating submissions for new suppliers

endorsing and participating in supplier performance reviews

providing direction and guidance on scheme operations.

The ITS 2573 scheme committee comprises members from NSW Telco Authority and other NSW government agencies.

Equipment sub-panels

The sub-panels allow for the provision of a broad range of equipment, infrastructure and services that have been assessed to meet the government's requirements. They reflect the evolving technology needs of NSW Government agencies.

The benefits of the sub-panels are:

simplifying NSW Government terminal purchases

centralising the administration and vendor management

a new standard of terminal categories

a new standard approach to reporting requirements and contract management across government.

The scheme includes a broad group of suppliers, from small and medium enterprises (SMEs) to large organisations, local and national businesses. So agencies can match the right vendor to the right job.

The scheme includes performance management of suppliers. This promotes better outcomes for agencies through more informed decisions and allows the panel to evolve and keep pace with technology and the market.

The scheme is open to NSW Government agencies and eligible buyers and has three categories:

Category

Description

Sub category

(A) Equipment

Radio communications and link equipment used for the provision of voice and data services.

Network equipment

Link equipment

Power equipment

Terminal equipment

(B) Infrastructure

Infrastructure and equipment required to support radio communications and linking network equipment for Category A.

Agencies must procure goods and services from any product catalogue established by the Authority under Panel Contract ITS 2573 – Operational Telecommunications Services, Equipment and Infrastructure unless exempted. The current catalogues cover products such as:

Key benefits

The scheme provides simple access for NSW Government buyers and industry vendors. It promotes increased competitiveness to enable agencies to get better value for money.

Benefits for suppliers

an online application removes lengthy and expensive tender processes

suppliers can be added regularly, giving agencies continual access to new suppliers and emerging technologies

streamlined categories of telecommunications, enabling suppliers to align their offerings and maximise opportunities to provide services to government

two supplier lists: suppliers can apply for inclusion on one or both of these lists, depending on their capacity and capability

a short-form contract with simplified terms and lower insurance requirements for the low risk low value category of work provides opportunities for SMEs and reduces costs of doing business with government.

Benefits for buyers

streamlined categories of telecommunications to ensure that the scheme best meets the government’s requirements

After reviewing the process, the next step is to define your requirement and determine whether the scheme is right for you.

The scheme guidelines for customers (PDF,524KB) has information and tools to help you get the best value from the scheme through consistent application of simple methodologies.

When you are ready to engage scheme suppliers, you will need to decide suppliers to contact. You can then contact suppliers directly or invite suppliers to a request for quotation (RFQ). The scheme manager can also assist you with the RFQ process.

Requirements for buyers

Define need

As part of initiating any project, you need to follow your agency’s internal processes. These will inform your sourcing requirements and help you to establish a budget. As part of this, you can contact the scheme manager for assistance in determining whether your requirement can be fulfilled through the ITS 2573 scheme.

The scheme manager may also help you connect with other agencies that:

may be engaging suppliers for similar programs of work

may have the internal capability to fulfill your requirements

may have recently undertaken similar procurement activities and can share the lessons they learned along the way.

Risk assessment

Risk assessment is the first step of the process to select a set of suppliers to engage. The risk assessment guide (PDF,430KB) can help you determine the risk level of your sourcing activity. Prequalified suppliers should be engaged for high risk sourcing activities, while the contract value should be examined for low risk sourcing activities.

Please note that the risk assessment guide is a guide only. It does not replace existing agency-specific or NSW Government policies, procedures or guidelines relating to identification, mitigation or management of project risks.

A process chart (PDF,107KB) can guide you on how to select the right set of suppliers to engage with.

After assessing your risk levels, please assess the value of your contract and choose the right kind of supplier.

To engage the scheme manager, please complete the needs assessment survey. If you need help, the scheme manager will contact you to discuss your requirements.

Contract value

Contract value means:

the total price including of GST

this cannot be split into lower-price components

the estimated total price over the proposed term of the contract (whole-of-life) and not a price per annum.

Some other considerations:

A contract with a supplier may result in the need for related “follow-on” contracts. These could be with the same supplier or an alternative supplier. The cumulative price of the first contract and any potential “follow-on” contracts can be more than $150,000 as they are separate engagements.

If there is the potential for the agreed scope of works to change during the term of the customer contract, resulting in the contract price being greater than $150,000, you should take this into account when choosing which set of suppliers you approach.

Registered suppliers should only be engaged when the proposed activity is assessed as low risk and there is no potential for the total contract value to exceed $150,000. You can also consider prequalified suppliers from the same supplier list for these kinds of projects.

Prequalified suppliers must always be engaged if the contract value exceeds $150,000, or if the activity is assessed as high risk.

Number of suppliers to quote

Once you have determined whether to engage suppliers from the lists of prequalified or registered suppliers, you should use your agency’s procurement guidelines to determine the number of suppliers to invite for a request for quotation (RFQ). Blanket RFQs can also be issued for high volume low value sourcing of certain equipment, infrastructure or services in line with your agency’s procurement guidelines.

The eQuote tool should be used to issue RFQs for most sourcing activities, including blanket RFQs. You can also engage suppliers directly for procuring equipment, infrastructure or services already sourced through a blanket RFQ and where your agency guidelines specify that only one supplier needs to be engaged.

You can use your own discretion to decide which suppliers to invite to submit proposals or tenders – you are not obliged to seek quotations from every supplier within a category or sub-category. To help you to identify suitable suppliers to invite for RFQs, you need to follow your agency’s procurement guidelines. As a part of the due diligence process, the following preliminary investigations are suggested:

After the supplier has delivered, we need to measure their performance.

Measuring performance

To ensure that NSW Government agencies get the maximum value out of the scheme, simple tools help you manage contracts under this panel. The tools ensure that all suppliers on the scheme provide the level of service that you need, plus they give you the opportunity to rate the service from different suppliers.

Through the supplier performance survey, you can promote suppliers that provide a high level of service and goods or identify performance issues you may have encountered.

To provide the best information for all users of the scheme, it is recommended that you complete a supplier performance survey for each engaged supplier at the completion of an engagement.

Or you can choose to provide a consolidated performance survey for a supplier periodically through the year, when the scheme manager will issue reminders with links to the survey for completion.

To gather the best possible data on supplier performance, you will be asked to complete performance surveys on a quarterly basis for engaged suppliers where:

the total contract value of supply is more than $150,000 (including GST)

the sourcing activity was evaluated to be high risk

the engaged supplier’s performance could be improved.

In addition, the scheme manager may send out ad hoc requests for performance surveys to be completed.

The scheme manager can also provide you with a list of ITS 2573 suppliers that have been engaged by your organisation.

Results from performance surveys are consolidated quarterly and used to rate suppliers in eQuote. In addition, the scheme manager will provide consolidated feedback to suppliers during performance review sessions that will be held at least annually.

The results of feedback collected through this process may be used to assess the ongoing suitability of different suppliers for the ITS 2573 scheme.

As part of the process, the scheme manager might contact you for clarification on feedback you have provided.

What is the duration of the ITS 2573 Scheme?

The current scheme runs from 1 May 2013 to 30 April 2027, at which point the Telco Authority will assess the scheme and determine whether to continue or amend the scheme to reflect any changing user needs.

What is the difference between registered and prequalified suppliers?

The ITS 2573 Scheme has an approved supplier list(XLSX,56KB) which lists both registered and prequalified suppliers.

Registered suppliers are approved to supply low risk contracts valued up to $150,000 each (inclusive GST)

Registered suppliers should only be engaged with if the proposed activity is assessed as low risk and there is no potential for the total contract value to exceed $150,000. You may also consider prequalified suppliers for these contracts, they are found within the same list. Where there is potential for the contract value to exceed $150,000, or if the activity is assessed as high risk you should always engage prequalified suppliers.

What does ITS 2573 contract value mean?

The total contract value is the cost over the proposed term (whole-of-life) of the contract and not the price per annum. The contract cannot be split into lower-price components. If there is potential for the agreed scope of work to exceed $150,000, this should be taken into account when choosing which set of suppliers to approach. However if there is the need for a related 'follow-on' contract, the same or an alternative supplier could be used. Due to this 'follow-on' contract being classified as a separate engagement and can be up to or greater than $150,000.

What happens if there is a dispute?

If a dispute occurs between customer and supplier, they must attempt to resolve the situation. If a resolution cannot be reached, the scheme manager, the NSW Telco Authority, may facilitate an outcome or either party may request the Australian Commercial Disputes Centre to nominate an independent expert.

How will supplier performance be managed under the scheme?

Performance management will be based on key performance indicators (KPIs), which are outlined in the scheme rules for suppliers (PDF,112KB). There is a significant focus on the delivery of reporting requirements and client satisfaction. Suppliers may be suspended or removed from the scheme if they do not meet their KPI requirements.

Who manages the equipment sub-panels?

Who developed the equipment sub-panels?

Developing the equipment sub-panels has been a whole of government project, including representatives from NSW Telco Authority, Ambulance Service of NSW, NSW Police Force and State Emergency Services NSW.

Why have the panels been developed?

The panels have been developed to help eligible buyers buy operational telecommunications equipment to meet their needs. Products can often be difficult to compare to one another and establish both value and equivalent functionality. The premise of the panels is to group equipment into ‘functional classes’. This grouping compares equipment with equivalent functionality to one another, allowing users to accurately establish both value and the level of functionality they require across various vendors.

Do I need to conduct a tender to buy from these panels?

No. The Authority has already conducted an extensive tender process so that users can simply select the equipment they require and buy in accordance with the pre-agreed pricing. Remember these prices are ‘ceiling’ prices and vendors may charge less in some circumstances. Please contact the Authority at ITS2573@finance.nsw.gov.au should you have any questions.

What is the duration of the equipment sub-panels?

The term of the terminal equipment sub-panel is from 9 June 2014 to 31 March 2019.

The term of the huts and outdoor sub-panel is from 31 March 2016 to 31 December 2018.

The term of towers sub-panel is from 31 March 2016 to 31 March 2019.

The term of DC power sub-panel is from 31 March 2016 to 28 February 2020.

The term of point to point microwave equipment sub-panel is from 1 July 2016 to 20 June 2019.

The term of passive equipment sub-panel is from 1 July 2016 to 20 April 2019.

The term of P25 equipment sub-panel is from 1 August 2016 to 31 July 2021.

The term of radio rebroadcast equipment sub-panel is from 1 September 2015 to 20 April 2019.

The term of spectrum engineering services sub-panel is from 1 January 2016 to 31 December 2018.

The term of MPLS backhaul equipment sub-panel is from 1 July 2016 to 2 November 2018.

Do management fees apply to any of the equipment sub-panel?

No. There are no management fee provisions under the terminal equipment sub-panel.

How will supplier performance be managed under the equipment sub-panels?

Performance management will be based on a list of key performance indicators (KPIs). There is a significant focus on the delivery of reporting requirements and client satisfaction and a supplier may be removed from the equipment sub-panel if they have not satisfactorily met their KPIs.

Can a supplier be suspended or removed from the equipment sub-panels?

A supplier can be suspended and/or removed from the scheme if they have not complied with the scheme rules and conditions (PDF,112KB). This includes unsatisfactory performance, providing misleading information and breaching the scheme's conditions.

What happens if there is a dispute?

In the first instance, the customer and supplier must attempt to resolve any disputes. In the case that a resolution cannot be reached, the Scheme Manager (the NSW Telco Authority) can facilitate an outcome. This may include arranging a meeting between the two parties, determining the dispute in consultation or forwarding the dispute to a committee-based review process (the committee will be composed of independent NSW Public Service officer(s)).

Where the supplier and customer still cannot reach a resolution, either party may request the Australian Commercial Disputes Centre to nominate an independent expert.

What if the supplier I want to use is not on any of the equipment sub-panels?

What categories are covered by the terminal equipment sub-panel?

View information about the terminal types and descriptions covered by the scheme. Please contact the Authority on ITS2573@finance.nsw.gov.au if you require any further information.

How should I select a terminal product for purchase?

The Telco Authority has developed a buying guide which enables users to select the functional class of the product that best suits them. Buyers should remember that terminal products come with many features, often users only require a very small subset of these features. Buyers should take some time to understand their users' needs prior to purchasing. The Authority can help facilitate this process with you, please contact ITS2573@finance.nsw.gov.au

Who developed the spectrum engineering services sub-panel?

It has been a whole of government project, including representatives from NSW Telco Authority.

Why has the panel been developed?

To assist eligible buyers purchase spectrum engineering services to meet their needs. The panel has appropriately trained and accredited persons to undertake licensing and spectrum engineering activities. They also provide ad-hoc consultative services relating to compliance with relevant assignment rules, legislation and compliance activities where applicable.

Do I need to conduct a tender to buy from this panel?

No. The Authority has already conducted an extensive panel process so that users can simply select the supplier they require and buy in accordance with the pre-agreed pricing. Remember these prices are ‘ceiling’ prices and vendors may charge less in some circumstances. Please contact the Authority at ITS2573@finance.nsw.gov.au should you have any questions.

What is the duration of the spectrum engineering services sub-panel?

The term of the spectrum engineering services sub-panel is from 1 January 2016 to 31 December 2018.

Do management fees apply to the spectrum engineering services sub-panel?

No. There are no management fee provisions under the spectrum engineering services sub-panel.

How will supplier performance be managed under the spectrum engineering services sub-panel?

Performance management will be based on a list of key performance indicators (KPIs). There is a significant focus on the delivery of reporting requirements and client satisfaction and a supplier may be removed from the terminal equipment sub-panel if they have not satisfactorily met their KPIs.

Can a supplier be suspended or removed from the spectrum engineering services sub-panel?

A supplier can be suspended and/or removed from the scheme if they have not complied with the ITS 2573 Scheme rules and conditions(PDF,112KB). This includes unsatisfactory performance, providing misleading information and breaching the scheme's conditions.

What happens if there is a dispute?

In the first instance, the customer and supplier must attempt to resolve any disputes. If the case is not resolved, the scheme manager (the NSW Telco Authority) can facilitate an outcome. This may include arranging a meeting between the two parties, determining the dispute in consultation or forwarding the dispute to a committee-based review process (the committee will be composed of independent NSW Public Service officer(s)).

Where the supplier and customer still cannot reach a resolution, either party may request the Australian Commercial Disputes Centre to nominate an independent expert.

What if the supplier I want to use is not on the spectrum engineering services sub-panel?

More information?

Information for suppliers / participants

How to apply

The ITS2573 Scheme evolves over time to keep pace with technology and the market, providing simplified access for NSW Government buyers and industry suppliers. As part of this, the scheme allows new vendors to be added regularly.

prequalified supplier: these suppliers are ’prequalified’ to deliver requirements/contracts valued over $150,000 (including GST) each or requirements/contracts that are deemed by the Authority, relevant NSW Government Agencies or customer’s as high risk.

Qualification for these two levels involves different sets of criteria that reflect the relative value / spend profile of contracts.

When participating in an intake applicants must show they meet the assessment criteria listed in clause 7 of the ITS 2573 scheme rules and conditions (PDF,112KB). The criteria list is not exhaustive and it is up to each applicant to make their best case for inclusion in the panel.

Information submitted as part of an application may be subject to investigation, reference checking, searches, interview, enquiries, and confirmation. By submitting an application, you are deemed to have authorised any such action.

Guidelines and conditions

The scheme rules and conditions may be amended periodically as required by NSW Telco Authority, NSW Procurement or the ITS 2573 scheme committee. Suppliers must comply with the most recent version of the ITS 2573 scheme rules and conditions which are available when you register your interest with the Scheme Manager.

One of the key business principles of NSW Government procurement of goods and services is to achieve best value for money in the expenditure of public funds while being fair, ethical and transparent. Best value for money does not automatically mean 'the lowest price'. It is determined by considering a number of factors such as cost, quality, reliability, service, and benefits. These ITS 2573 scheme rules and conditions aim to ensure these key principles are maintained for the procurement of operational telecommunications equipment, infrastructure and services to NSW Government agencies and eligible customers.

Performance evaluation

A significant feature of the scheme is the performance evaluation protocol. This lets government agencies identify suppliers who can best deliver their requirements. It will also provide suppliers with the right information to better focus their service delivery to identified government needs.

Supplier performance will be evaluated based on ITS2573 supplier reporting, feedback forms completed by buyers and audits of the invoices and purchase orders from provided equipment, infrastructure and/or services.

Information gathered through this process will be consolidated quarterly and used to rate suppliers in eQuote. In addition, the scheme manager will provide consolidated feedback to suppliers during performance review sessions held at least annually.

This feedback may be used to assess the ongoing suitability of different suppliers for the scheme.

Who manages the scheme?

The scheme is governed by the ITS 2573 panel committee, which is accountable to the NSW Procurement Board.

What is the duration of the scheme?

The current scheme term is from 1 May 2013 to 30 April 2027 at which point it will be assessed to ascertain whether it continues in its current form or will need to be amended to reflect any changing user needs.

What is the difference between this scheme and other prequalification schemes?

All schemes operate for different purposes. The ICT Services scheme is a panel of prequalified service providers to assist the NSW Government agencies and other authorised buyers in engaging expertise across a wide range of ICT service categories. View other prequalification schemes available.

What categories are covered by the scheme?

Will the scheme be the same as other panel contracts where customers operate on selective tender responses?

Under the scheme, agencies wishing to temporarily engage suppliers can issue an RFX (or respond to eQuote) to as many suppliers as they wish. Although there is no guarantee of business, the scheme encourages agencies to cast a wider scope when issuing RFXs to better leverage the available talent pool and reduce cost through competitive bidding. The implementation of the vendor management system will make it easier for agencies to apply this. The vendor management system will also facilitate dynamic reporting to agencies and encourage them to make broader supplier selections.

How are small and regional suppliers able to be part of the scheme?

One of the objectives of the scheme is to encourage regional and Small and Medium Enterprises (SMEs) to apply. The scheme does this by allowing applicants to nominate the regions, where they wish to provide their services, including the whole of NSW, a single region, or any combination of regions. The Scheme also has simplified terms and conditions and reduced insurance requirements.

Will there be weighting by regions if one or more are selected?

No. Each application is assessed on overall capabilities.

Will there be affirmative action for SMEs as opposed to a larger company or a multi-national applying to the scheme?

The NSW Government has introduced a Small and Medium Enterprise (SME) policy framework, which is referenced in the scheme documentation. The SME policy framework has no direct application to scheme applications, but it is something customers will consider when procuring goods and services.

How is an SME defined?

The NSW Treasury Circular 11/12 Payments of Accounts defines SMEs as small and medium enterprises from NSW, other states and territories of Australia and New Zealand, that have had an annual turnover of less than $2 million in the last financial year.

Will any preferences be given to NSW registered companies?

No. No advantage or specific weighting will be given to NSW registered companies. The scheme encourages participation from all SMEs, including smaller specialised providers and those based in regional areas.

How will supplier performance be managed under the scheme?

Performance management will be based on a list of key performance indicators (KPIs), which are outlined in the scheme rules and conditions (PDF,112KB) for suppliers. There is a significant focus on the delivery of reporting requirements and client satisfaction and a supplier may be removed from the scheme if they have not satisfactorily met their KPIs.

Can a supplier be suspended or removed from the scheme?

A supplier can be suspended and/or removed from the scheme if they have not complied with the scheme rules and conditions(PDF,112KB) this includes unsatisfactory performance, providing misleading information, and breaching the scheme conditions.

What happens if there is a dispute?

In the first instance, the customer and supplier must attempt to resolve any disputes. In the case that a resolution cannot be reached, the scheme manager, the NSW Telco Authority, can facilitate an outcome. This may include arranging a meeting between the two parties, determining the dispute in consultation, or forwarding the dispute to a committee-based review process (the committee will be composed of independent NSW Public Service officer(s))

Where the supplier and customer still cannot reach a resolution, either party may request the Australian Commercial Disputes Centre to nominate an independent expert.

I’ve been invited to respond to an RFX, how do I do this?

When can a response be uploaded to an RFX?

Responses can be uploaded any time before the RFX closing date and time. Please allow sufficient time for all files to be uploaded.

How do I update my insurance details or contact details in eQuote?

To update your details, please go to the eTender website and log in to "NSWBuy eQuote" at the top left corner, using your existing account username and password. Once logged in, click on the "scheme applications" at the top left corner to locate the scheme in the list and then select the button "View/modify application" to update the insurance certificates.

What categories are covered by the terminal equipment sub-panel?

How will supplier performance be managed under the terminal equipment sub-panel?

Performance management will be based on a list of key performance indicators (KPIs). There is a significant focus on the delivery of reporting requirements and client satisfaction and a supplier may be removed from the terminal equipment sub-panel if they have not satisfactorily met their KPIs.

Can a supplier be suspended or removed from the terminal equipment sub-panel?

A supplier can be suspended and/or removed from the scheme if they have not complied with the ITS 2573 scheme rules and conditions (PDF,112KB). This includes unsatisfactory performance, providing misleading information and breaching the scheme conditions.

What happens if there is a dispute?

In the first instance, the customer and supplier must attempt to resolve any disputes. In the case that a resolution cannot be reached, the scheme manager (the NSW Telco Authority) can facilitate an outcome. This may include arranging a meeting between the two parties, determining the dispute in consultation or forwarding the dispute to a committee-based review process (the committee will be composed of independent NSW Public Service officer(s)). Where the supplier and customer still cannot reach a resolution, either party may request the Australian Commercial Disputes Centre to nominate an independent expert.

More information?

For any further queries or more information, please email ITS2573@finance.nsw.gov.au with your contact details. All queries will be responded to within 2 business days.

Who manages the spectrum engineering services sub-panel?

What is the duration of the spectrum engineering services sub-panel?

The term of the spectrum engineering services sub-panel is from 1 January 2016 to 31 December 2018.

How will supplier performance be managed under the spectrum engineering services sub-panel?

Performance management will be based on a list of key performance indicators (KPIs). There is a significant focus on the delivery of reporting requirements and client satisfaction and a supplier may be removed from the terminal equipment sub-panel if they have not satisfactorily met their KPIs.

Can a supplier be suspended or removed from the spectrum engineering services sub-panel?

A supplier can be suspended and/or removed from the scheme if they have not complied with the ITS 2573 scheme rules and conditions (PDF,112KB). This includes unsatisfactory performance, providing misleading information and breaching the scheme's conditions.

What happens if there is a dispute?

In the first instance, the customer and supplier must attempt to resolve any disputes. In the case that a resolution cannot be reached, the scheme manager (the NSW Telco Authority) can facilitate an outcome. This may include arranging a meeting between the two parties, determining the dispute in consultation or forwarding the dispute to a committee-based review process (the committee will be composed of independent NSW Public Service officer(s)). Where the supplier and customer still cannot reach a resolution, either party may request the Australian Commercial Disputes Centre to nominate an independent expert.

More information?

For any further queries or more information, please email ITS2573@finance.nsw.gov.au with your contact details. All queries will be responded to within 2 business days﻿